GUIDELINES
- Write this letter in a more formal tone.
- Explain what it is you are complaining about and who is responsible for it. However, remember to be factual rather than accusatory since that may not go over well with your superiors.
- Explain your side of things and relate the pertinent events. If possible, also include evidence of the matter.
- Put down what actions you wish to be taken by your superiors about your complaint.
- End in a cordial and respectful tone.
SAMPLE LETTER
[Address line]
[State, ZIP Code]
[Letter Date]
[Address line]
[State, ZIP Code]
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Dear [Recipients Name],
I am writing to you to bring to your attention the events which transpired last Tuesday, November 4, 2009.
(write down your account of what happened, but keep in mind that you have to make sure that you do not point fingers and if possible, you should not name drop as that is very unprofessional.)
Here, I have attached several documents which further support my account of what happened. (if applicable)
I would just like to suggest a few things to remedy these events which I have observed to have been happening quite a lot lately.
(put down your suggestions. As you are writing to a superior, you do not want to impose on their authority)
I hope you take what I have said into consideration.
Sincerely,
[Senders Name]
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Co worker complaint letter. Sample letter.
Further things to consider when writing complaint letters to management
Complaint Letters
Complaint letters are letters written to a certain authority to address an unacceptable or unsatisfactory behavior or situation. They are used to address any offense, wrongdoing, grievance, or resentment arising out of products or services. Basically, complaint letters are used to raise concerns about unfair doings and seek a productive outcome. Some of the most common mistakes people complain about include defective or incomplete order, abnormal delays in sending consignments, mistakes in bills or reminders for payment, dispatching products of wrong quality, or even a neighbor's misconduct.
Complaint letters can be written by anyone for any reason. Provided you have a purpose and the facts to back up your complaint; then you can put together a complaint letter. State the actual complaint and put in all the necessary details such as the number of times the issue has occurred. Mention what actions you expect to be taken regarding your complaint (suggest solutions if necessary). If you are writing a complaint to a home owner about something that happened, explain clearly how the events transpired. Use a cordial and polite tone and ask for a response before closing your letter.
Letters to Management
Letters to management are letters written to the personnel or department that controls and makes decisions for a company or organization. These could be job application letters to apply for jobs, complaint letters to raise complaints, inquiry letters to request information, etc. Under all circumstances, all letters written to the management should be formal, contain all the necessary information, and free of grammatical errors. They must also be typed in a legible and professional font. Make sure not to include any sensitive information especially when the letter is not addressed to a specific person.
Before writing letters to management, you need to think about what you want to achieve and exactly who you are writing to. Use proper address and salutation. If you do not have an existing relationship with the recipient, introduce yourself in the first paragraph. Start with the most important information and go directly to the point. Keep it brief. However, if your letter is relatively lengthy, break it into short paragraphs. If there are any attachments, make sure to mention that in the letter and give a brief description of what they are. Finish with an expression of appreciation and give your contact details.
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